Who We Are and What We Do

We are Gulf Coast Property Management (GCPM) and we assist property owners and investors with the business of renting their rental homes. We bridge the gap between property owners, residents, and guests by providing professional marketing, leasing, and management services on their behalf. We are passionate about what we do and about expanding our customer base. Gulf Coast Association Management (GCAM) is our community association management division that focuses on the management of community association in Florida that fall under Fl Statute 718/720.

Position Summary

The Bookkeeper / CAM Administrative Assistant provides essential financial and administrative support to Community Association Managers (CAMs) and the accounting team. This dual-function role ensures accurate day-to-day bookkeeping, timely processing of financial transactions, and organized administrative support for community operations, meetings, and owner communications.

This position is ideal for a detail-oriented professional who thrives in a structured environment, supports compliance with Florida statutes and governing documents, and plays a key role in keeping community operations running smoothly.

Key Responsibilities

Bookkeeping & Financial Support

• Process accounts payable (AP) and accounts receivable (AR) transactions under established company procedures.
• Enter invoices, code expenses, and route items for CAM and Board approval within the management system.
• Post owner payments (lockbox, ACH, checks, online portal) and maintain accurate owner ledgers.
• Assist with bank deposits, reconciliations, and tracking of operating and reserve account activity.
• Maintain organized financial records for audits, reviews, and board reporting.
• Prepare routine reports, aging summaries, and financial schedules as requested.

CAM Administrative Support

• Provide direct administrative assistance to assigned CAMs, including document preparation, correspondence, and scheduling.
• Prepare meeting packets: agendas, notices, proxies, ballots, sign-in sheets, and board/member communications.
• Assist with vendor onboarding, W-9 collection, insurance tracking, and contract documentation.
• Respond professionally to owner inquiries related to billing, statements, documentation, and general administrative matters.
• Maintain digital and physical records in compliance with company retention policies and statutory requirements.
• Support onboarding and transition of new communities by organizing records, rosters, bank information, and setup tasks.

Compliance & Operations

• Follow company SOPs related to invoice processing, approvals, document handling, and record retention.
• Ensure financial and administrative actions align with governing documents and Florida Statutes (Chapters 718, 719, and 720).
• Assist CAMs and leadership with special projects, audits, budget season, and annual meeting preparation.

Qualifications

Education & Experience

• High school diploma required; Associate degree in Accounting, Business, or related field preferred.
• 1–3 years of bookkeeping, accounting support, or administrative experience; property management or HOA/Condo experience strongly preferred.

Technical Skills

• Proficiency in accounting or management software (Vantaca or similar preferred).
• Strong working knowledge of Microsoft Excel and Office Suite.
• Ability to manage digital records, scanning, and electronic filing systems.

Professional Competencies

• High attention to detail and accuracy with financial data.
• Strong organizational and time-management skills.
• Professional communication skills for interaction with CAMs, Boards, owners, and vendors.
• Ability to handle confidential financial and association records with discretion and integrity.
• Reliable, deadline-oriented, and comfortable working in a multi-association environment.

Work Environment & Expectations

• Fast-paced environment with recurring deadlines (billing cycles, meetings, audits).
• Overtime may be required during month-end, year-end, or peak meeting seasons.

Why This Role Matters

The Bookkeeper / CAM Administrative Assistant is a backbone position within community association management. This role ensures financial accuracy, regulatory compliance, and operational efficiency—allowing CAMs to focus on governance, client relations, and strategic management while maintaining exceptional service standards for the communities we serve.